In 2026, manually taking notes during a Zoom meeting has become an obsolete practice. With the evolution of AI Agents, the focus has shifted: we don’t just want the text of what was said, but the intelligence behind the conversation—tasks, decisions, and actionable insights.
If you still waste time reviewing hour-long recordings to find a single detail, this guide is for you. We will explore the best ways to transcribe your Zoom meetings, from native features to specialized tools like Sintesy.
The 3 Ways to Transcribe in Zoom in 2026
1. Zoom AI Companion (The Native Feature)
Zoom’s native tool has evolved significantly. It is the default choice for those seeking immediate convenience, as it is built directly into the platform.
- Advantages: Included in most paid plans, does not require external bots, and offers quick summaries at the end of the call.
- Limitations: While practical, it often lacks depth in Brazilian Portuguese, and export options to other work tools (such as Notion or Trello) are still limited.
2. Specialist AI Agents (The Sintesy Case)
For those who need more than just a simple summary, specialist tools like Sintesy represent the next level. They join the meeting as a participant (a “bot”) and process everything in real-time.
- The Edge: Sintesy doesn’t just deliver text; it understands the Brazilian context. It generates mind maps of the meeting, extracts automatic task lists, and allows you to “chat” with the meeting after it ends.
- Integration: You can send the summary directly to your workflow without copying and pasting.
3. Transcription via Upload (Focus on Privacy)
If your company has strict compliance policies and does not allow bots on calls, the upload method is ideal. You record the meeting locally in Zoom and upload the audio or video file to Sintesy.
- Privacy: Processing occurs after the meeting, giving you full control over which data is shared with the AI.
Comparison: Zoom AI vs. Otter vs. Sintesy
| Feature | Zoom AI Companion | Otter.ai | Sintesy |
|---|---|---|---|
| PT-BR Accuracy | Medium | Low | High (Local Focus) |
| AI Summary | Yes | Yes | Yes + Mind Map |
| Task Extraction | Basic | Advanced | Automated |
| Price | Included in Zoom | Subscription in USD | Plans in BRL |
Best Practices and AI Etiquette in 2026
With the popularization of these tools, new social rules have emerged:
- Transcription Notice: Always inform participants that the meeting is being recorded and transcribed by AI. Transparency builds trust.
- Bot Management: If three people on the call use different tools (Otter, Fireflies, and Sintesy), the room will be full of bots. Coordinate with the team to use only one “official recorder” and share the result.
- Data Security: Check if the chosen tool allows you to configure it so that your data is not used to train public AI models. At Sintesy, privacy is priority zero.
Step-by-Step: Activating Your Automatic Transcription
To start transcribing today:
- On Zoom: Go to Settings > AI Companion and enable Meeting Summary.
- On Sintesy: Connect your calendar (Google or Outlook). Sintesy will identify your Zoom meetings and automatically join them.
- Post-Meeting: Within minutes, you will receive an email or notification with the summary, mind map, and next steps.
Conclusion: The End of Manual Minutes
The technology of 2026 allows you to be 100% present in the conversation, knowing that AI is handling the documentation. If you conduct many external or sales meetings, having a tool that understands the nuances of Portuguese and generates automatic tasks is a huge competitive advantage.
Ready to transform your meetings? Discover Sintesy and stop taking notes on what you should be listening to.
